NCACAA Board Meeting Minutes
Friday, March 1, 2002
10:00 p.m.
Wake County CES, Raleigh, NC
Those attending were: Marjorie Rayburn, Walter Earle, Lenny Rogers, Stanley Holloway, Craig Atkins, Terry Garwood, Karen Spivey, Nancy Anderson, Phil Ricks, James Cochran, Everett Davis, Barry Foushee, Art Bradley, Norman Harrell, Johnny Hensley, And Frank Winslow.
President Johnny Hensley called the meeting to order. There were no additional items to be added to the agenda.
Minutes
Marjorie Rayburn presented the minutes of the October 5, 2001 meeting in the absence of Secretary Cyndi Lauderdale. The minutes had been previously sent out over e-mail. A motion to approve the minutes was made by Art Bradley and seconded by Walter Earle The motion passed.
Treasurer's Report
Lenny Rogers gave the treasurer's report. (He assumed that position on the resignation of Nancy Keith.)
The annual report from 1/01/2001 to 12/31/2001 showed a balance from 12/31/00 of $1,122.69 in the checking account, income of $35,910.54, expenses of $36,066.27, giving a checkbook balance of $966.96 on 12/31/01. Outstanding checks (#1928 - 270.00, #1931 - $35.00) total $305.00, giving a bank statement balance of $1,271.96. There was a dead check added to the income. This was issued to Lisa Wimpfheimer for the 2008 committee reimbursement and a replacement check was issued. Marjorie moved that we approve the report, Barry Foushee seconded it. Motion passed.
The current year treasurer's report was shared by Lenny, showing a balance from 1/01/01 of $966.96, income of $28,692.00 and expenses of $7,177.59, giving a checkbook balance of $22,482.37. Phil Ricks moved we approve the report; Barry seconded it. The motion passed.
[Trust fund transfer reported as income - clarification - Everett took out money for the CPA - $6800. On the treasurer's report the amount reported ($8,225) also includes sponsorship money of $1,425.]
Walter Earle welcomed Lenny as new treasurer.
Membership Report
Lenny Rogers gave the membership report. We are 9 members away from keeping 9 voting delegates. Lenny asked about members on his list who did not renew - board members shared what they knew about them. How many current ag agents are not members of NCACAA? There are not many. The consensus was that it would not justify paying their dues to get our membership numbers up.
Reminder - National dues up to $40.
Discussion followed about getting CEDs without ag agent responsibilities to join to increase our members. Johnny sent information to DEDs encouraging them to recruit CEDs - Russell and Wanda responded. Is it worth it to get members? SE district in their district meeting discussion said "NO."
Walter asked what we lose by not having another voting delegate. Johnny indicated it was a region-wide problem (loss of members) and it is probably not critical enough to pay dues to get additional members.
There was clarification on what year's national meeting was affected by reduced membership - when are membership numbers used? This year. Walter indicated that this year, with reduced membership, we will have one voting delegate from each district and one from the board (instead of two) - a total of 8 voting delegates. The district voting delegate will be Vice Director unless that person can't attend.
Johnny indicated we may want to think about offering membership to specialists.
A discussion of life members followed. Their dues went up to $50 from $25.
Life members list went to treasurers in each district - to check if list is current. Life members are members until they die.
Financial Situation
A letter which was sent to IRS by Nancy Keith was shared. Our status is tax exempt under IRS Code 501C-3, sub-code 501a, 509(a) (1) 170(b)(1)(A)(VI). This is similar to a foundation. 1996-2000 tax returns were filed.
Walter indicated that we did not know ahead of time what the accountant fee would be. We thought it would be about $2500; it was $6800. Johnny indicated that in the future, the annual charge should be more like $300-500 for filing forms with the IRS. James indicated that we should be careful not to get in this "mess" again.
Terry asked about whether or not we were supposed to have an audit. Johnny indicated we have a review of our operating accounts, but not our total financial picture. The treasurer needs to communicate with our accountant, Gayle Smith, to make sure things are done in the right way.
Walter asked how much impact the changes in awards had on our financial situation. We had an additional $3700 for awards last year.
The comments of Billy Dunham were shared - we need to watch our expenses.
Phil Ricks made the a motion, Barry Foushee seconded the motion to approve the letter from Nancy Keith accompanying our report to IRS prepared by Gayle Smith.
Motion passed.
Regarding reporting to the IRS: It was clarified that if our "gross receipts" exceeded $25,000, we needed to file with the IRS - a form 990 - according to our accountant, Gayle Smith. Johnny asked if we should keep Gayle Smith as our accountant. There was discussion, but no motion. (We will keep Gayle, for now.)
Trust Fund Report
Everett Davis reported on the trust fund. Money was invested with Scott and Stringfellow - for growth and security, available when needed. We affect balance by withdrawing funds as well as decline in value of investment. Since '98 we have been taking more out for operations. Some are not annual expenses (example: accountant fees).
Everett arranged for guest presentations regarding our trust fund accounts.
Rick Wolf is no longer with Scott and Stringfellow; he is now with Raymond James - Capital Bank. Joseph Peery now represents Scott and Stringfellow. After presentations by Rick Wolf and Joseph Peery, a discussion followed on whether we should stay with Rick Wolf - moving our accounts to Raymond James, or stay with Scott and Stringfellow and allow Joseph Peery to manage our accounts. There will be no charge to the association for moving the accounts.
Upon recommendation from Everett Davis, a decision was made to stay with Rick Wolf and move our accounts to Raymond James. Terry made the motion, Walter seconded it. Motion carried. Everett also indicated that Rick Wolf would meet with our accountant to take care of any issues needed.
"Summit on the Summit" (or "Mount" - in Rocky Mount)
Walter Earle presented the information on the joint meeting between the "Summit on the Summit" committee and NCACAA committee regarding the annual state meeting of NCACAA in June. He outlined the responsibilities of both groups.
The "Summit" would be responsible for Tuesday (June 25) lunch through Thursday (June 27) lunch which will be the NCACAA awards (communication, program, etc.) lunch - instead of breakfast. Agent meals and rooms (double occupancy) will be covered by the "Summit." There will be tours one day for spouses and retired agents. Roger Crickenberger indicated that the days allowed for agents to attend ag agent meetings would not be affected by having this meeting one day longer - it would be considered professional development. Doug Sanders will get it declared as in-service training.
Doug Sanders passes out the draft program for the meeting. It will be looking at the future of Extension Programming - in Ag, NR, and CRD. We will look at where Extension should be going and how we can work together to get there. The views expressed should affect practice and policy. A pre-meeting survey will be conducted - this data will be used to help determine more specific direction and topics for the "Summit." It was felt that district NCACAA meetings could be used for data collection. District meeting dates and locations were shared with Roger and Doug so that one of them or a representative could be at the meeting to get information from agents and also listen to concerns about the Summit. CRD agents would also be involved even if they have no ag responsibility. It was suggested that the name was too long - suggestions? There would be no requirement to attend (but some supervisors might required it).
It was emphasized that some agents are not real enthusiastic about the "Summit." They need to be convinced it will be a worthwhile effort and will be more than just focus groups coming up with a report that sits on a shelf. Doug Sanders assured us there would be no "sticky-notes." There has been very little information on the goals or objectives of the meeting. What is it designed to accomplish? Agents need more specific information about the meeting if they are going to support it.
Information from Administration
Roger Crickenberger shared information from Extension Administration. On a positive note, the NC Soybean Growers association has given $200 per agent for each agent with soybean responsibilities to help with travel expenses.- 1/2 the amount would be available April 1, 2002 and 1/2 available July 1, 2002.
There would be an "early out" opportunity for those with federal retirement. It would run from April 1 to Sept 30, 2002. There would be no restrictions on filling positions vacated by such retirees. Johnny commented on Virginia's early out retirement program in which they added two years to either age or term of service to figure retirement. Johnny asked about priorities for filling DSR positions when open. The District Directors would decide priority in the counties. Dr. Ort is looking at refilling seven to eight specialist positions.
Roger indicated that administration was looking at information from two more weeks of revenue and then would make the decision on releasing 4th quarter travel money. He was hopeful that would be done.
Roger also indicated that inequity issues were still being discussed and addressed. They were looking at another definition of faculty - to make the case that we all do teaching and extension teaching is of the same significance as academic program teaching.
2002 State Meeting
Art Bradley presented the 2002 State meeting budget. The Summit would provide money for agents and specialists to attend - not spouses and retired agents. NCACAA would pay that portion which is usually picked up for them (spouses and retired agents) - meals, etc. The North Central district would handle all the registrations. The total budget for the meeting is $14,360.70.
It was pointed out that the hotel had no contract with the summit, just with NCACAA, but the Summit would be responsible for paying their share of the bill. The responsibility of the contract can't be transferred to anyone else. A question was asked - if the Summit doesn't get enough money, who is responsible for paying?
James moved we keep the registration fees the same as last year - $40 agents, $25 spouses, $15 kids. Barry Foushee seconded the motion. Discussion followed. Walter indicated that if non-members of NCACAA don't come to the banquet, they don't pay the registration fee. Everyone registers. If non-members stay for the banquet, they pay $40. If they come just for the Summit, they don't pay the registration fee. We will get numbers from registrations - even if they pay no fee. The motion carried.
Frank Winslow suggested that we also have banquet tickets available for non NCACAA members who want to come to the banquet. We could charge specialists $30 for the banquet. Phil Ricks approved (motion). Lenny seconded. Motion carried.
May 17th is the deadline for registration for the state meeting. This was set by the district.
Fundraising Report
Marjorie Rayburn reported on fund-raising efforts for the state meeting. So far we have received sponsorship checks totalling $6,825 (including a $100 check delivered to Lenny today). We have a few new sponsors and several returning sponsors from previous years who did not give last year. Reminder letters will be sent out to potential sponsors who have not yet responded.
2002 NACAA Meeting - Savannah, GA
A discussion was held about NCACAA sponsoring a breakfast at the NACAA national meeting in Savannah. Kentucky and Ohio have decided to go together on one breakfast. Virginia has contributed $1850 to help cater a breakfast. A catered breakfast would cost about $3.75 per head. A decision was made to co-sponsor a breakfast with Virginia for Thursday morning with NC contributing a maximum of $2500 towards the catered breakfast. Motion made by Nancy Anderson, seconded by Phil Ricks. Motion passed. NC Agents can be at the breakfast to hand out materials.
George Stancil will be running for NACAA treasurer again (so, far unopposed). Bob Edwards has asked if we would like to help sponsor scholarship night, since we are not planning on doing a hospitality Tuesday night. Terry indicated we needed to compile a list of how much money we gave to whom, for what. We can discuss sponsoring scholarship night at our next meeting.
Southern Region Leaders Workshop
A report on the Southern Regional Leadership Workshop was presented. Johnny and Walter attended the three day meeting in Texas. There is an association for Natural Resource Agents - ANREP.
Membership decline and whether or not to include specialists in associations was discussed at the meeting. Texas seemed to be the best state in which to be an agent. They had a line item put in the state budget for Extension Agents which provided an increase of $1500 per agent last year and $1200 this year. The effort was carried on mainly by retired agents and those close to retirement. Their administration was "extremely supportive after it was done." Texas has four categories of extension agents: 1, 2, 3, and 4. Going from category 1 to 2 gives a $2400 raise; 2 to 3, $3600; and 3 to 4, $4850.
In general, membership is down throughout the Southeast Some states had up to an 18% recall of funds. Tennessee "relocated" 33 agents - 4 chose to leave Extension. Louisiana offered a DSR and then were able to give a 9% raise to those agents who were left. Georgia had a 2 1/2 % redirection of funds and lost 14 Extension positions. Florida has had a reduction in positions over the last 2 years. In Kentucky, 1/2 the counties have an "Extension Tax" to provide funding.
The National meeting in Savannah, Georgia will have $175 registration fee.
The headquarters hotel will be the Hyatt. The Marriot is also nearby. Hotels are on the river and rooms will be $125 per night. There will be on-line registration. It was suggested that some state banners need to be replaced - they were getting old and torn. National is also looking at replacing state flags. It will cost $100 per state to replace the state flag. Nancy moved we allocate $100 for this purpose to be provided when or as needed. Barry seconded it. Motion carried.
NACAA has lost sponsors at the national level, including AT&T (sponsored communications awards). Purcell Pinnacle award also lost sponsorship. They are looking for replacements for these sponsors. NACAA wanted video footage of each state for the video presentation. They wanted it in a particular format. Ag communications provided the video footage. The bill was $40.00. Barry moved, James seconded, that we pay them for the video. Motion passed.
There are still positions open as national vice-chairs - aquaculture/sea grant, early career development, and teaching and educational technology. The job descriptions are on the web site.
Johnny said that we could nominate a person for Service to Agriculture - from the Southern Region this year. The recipient must be present. Suggestions were Durwood Bateman, Jesse Helms, and Jim Graham. Johnny suggested Jesse Helms. Walter moved we accept the suggestion. Barry seconded it. Motion passed.
Request for funds - 4-H
The 4-H agents requested funds to help them with their state meeting. Our present financial situation is not as strong as it has been in the past. Walter moved, Barry seconded that we deny their request. Motion carried
PILD (Public Issues Leadership Development)
The PILD meeting in Washington, DC was discussed. Do we need to send someone this year? How many?. It is kind of expensive. James said the meeting was a valuable opportunity to meet with legislators, etc. and we need someone there. Walter and Marjorie will be NCACAA representatives.
Federation Report
Dr. Ort wants to do another Federation Forum with the directors of the Federation.
Horn of Plenty
Walter moved we provide $1 per member to support the Horn of Plenty. Lenny seconded it. Motion passed.
Budget Discussion
Johnny reviewed the budget for NCACAA. Where are places we can cut? Send one person instead of two to the PILD meeting? Should we reduce the amount of AA and DSA awards to correspond to the expenses of going to a National Meeting (Savannah is closer than Albuquerque). The AA award recipients get their award split - $500 after they attend the state meeting and $500 after they attend the national. Lenny suggested we give all the money after the AAs and DSAs attend the national meeting. Terry seconded it. Phil said the awards committee should deal with these issues. Walter asked when the change in paying award recipients would take place - this year? They would be paid after the meeting in Savannah. The motion carried.
District Reports
In the interest of time, Barry moved we dispense with district reports. There were multiple seconds. The motion carried.
Meeting was adjourned.
Respectfully submitted by
Marjorie Rayburn, acting secretary (for Cyndi Lauderdale).